CALL FOR APPLICATIONS

Travel Coordinator

OBJECTIVE

The Travel Coordinator will be responsible for coordinating all domestic and global business travel for the Secretariat Staff, delegates and partners.   This role requires a proactive, detail-oriented, and highly organized self-starter who can manage multiple travel arrangements across continents and time zones to ensure seamless travel coordination. Core responsibilities include planning, organizing, coordinating and reporting on travel and travel expenses.

The coordinator will work closely with the approved travel management services providers for the Secretariat to book all air and land travel as well as hotel reservations/accommodation for Secretariat staff, delegates and partners as determined by Secretariat leadership.   

SCOPE OF WORK

The incumbent will be responsible for the administration and coordination of secretariat travel activities and the provision of all official travel in accordance with the approved travel policies and guidelines of the Secretariat. Working within delegated authority and the travel policy of the Secretariat, the key responsibilities include:

  1. Coordinate all travel arrangements of the Secretariat staff, delegates and partners.
  2. Coordinate with the Secretariat’s approved travel management services provider(s) to ensure seamless travel services for secretariat staff, delegates and partners.
  3. Liaise with the various departments of the Secretariat on travel related issues; addressing concerns speedily and effectively.
  4. Ensure effective and efficient support that addresses the travel needs of Secretariat staff, delegates and partners.
  5. Research and provide timely relevant travel information on official business travel including travel advisories.
  6. Facilitate visa arrangements with consulates and immigration authorities to support travel needs of Secretariat staff, delegates and partners where required.
  7. Facilitate travel insurance for Secretariat staff, delegates and partners with approved insurance providers where required.
  8. Coordinate logistical arrangements with various hotels and other facilities prior to official travel either directly or through the approved travel services provider.
  9. Liaise with the Accountant on payment of tickets, hotels and DSA for each Mission.
  10. Coordinate with travel service providers to process claims for the residual values of partially or completely unused tickets in case of re-routing.
  11. Draft a variety of reports and correspondence and documents on travel-related issues.
  12. Responsible for the maintenance and update of the travel-related databases, records and correspondence.
  13. Prepare travel expenditure reports covering each Mission.
  14. Any other related assignments as may be given from time to time by the designated authority.


Reports to: Director, Human Resource & Operations

Qualifications and Competencies

The Travel Coordinator shall possess the following minimum qualifications and competencies:

  1. A minimum of a degree in business administration, public administration, Economics or any social science discipline.
  2. At least three years of progressively responsible experience in coordinating travel management services.
  3. Demonstrated track record in project management, travel management/coordination.
  4. Experience in coordinating travel services within international organizations in either the private or public sectors.
  5. A good understanding of travel management systems.
  6. Self-starter with an entrepreneurial, adaptive, and collaborative approach to problem-solving and driving results in dynamic and fast-paced environments.
  7. Excellent communication and negotiation skills.
  8. Logistical and vendor management skills.
  9. Fluency in English is required; knowledge of additional languages relevant to CVF-V20 regions is an asset.

Mode of Submission

Applications (Cover letter and CV) should be submitted via email to [email protected].

CLOSING DATE

Closing Date for applications is 31st May 2026.

Only shortlisted applicants will be contacted.

The CVF-V20 Secretariat has a zero tolerance to Sexual Exploitation and Abuse of beneficiaries. Protection from Sexual Exploitation and Abuse (PSEA) is everyone’s responsibility and all staff and partners are required to adhere at all times (both during and outside work hours) to the Code of Conduct, that enshrines principles of PSEA.  Familiarization with, and adherence to the Code of Conduct is an essential requirement of all staff, in addition to related mandatory training.